Importing Purchase Orders into Sage 50 CA

This task will create new purchase orders in Sage, based on the data supplied in an XML file.

Settings

Sage 50 CA Connection

Required
Select a Sage 50 CA connection to use. See the Connecting to Sage 50 CA article if you require more information on how to create/manage connections.

Fail File

Required
The name of the file to write failed records to. The data will be output in the same XML format as the Input File. A sample can be found below.

Input File

Required
The name of the file containing the data you want to import into Sage. The data must be in XML format, a sample of which is shown below.

Success File

Required
The name of the file to write successfully processed records to. The data will be output in the same XML format as the Input File. A sample can be found below.

Alert Management Rules

Optional
Sage may generate alerts when importing data, which will cause the record to fail to import unless a response is provided. These alerts will appear as a warning in Zynk's logs, which will also show what responses can be provided.

This setting allows you to configure a series of rules which will provide a response to these alerts. The settings for each rule are as follows:

Match Type - The type of matching to apply to the alert message. The following options are available: Equals, Contains, StartsWith and EndsWith.
Match Value - The value to match the alert message with.
Response - The response that should be provided to Sage when a matching alert is raised.

Prevent Reprocessing

Required
Set to 'True' to prevent the same record being processed more than once. This works based on the value of the ExternalId element provided within the Input File.

Auto Create Items > Asset Account

Dependant
Select an inventory asset account to set as the asset account on items that are automatically created in Sage. This setting is required when auto create items is enabled.

Auto Create Items > COGS Account

Dependant
Select an inventory expense account to set as the COGS account on items that are automatically created in Sage. This setting is required when auto create items is enabled.

Auto Create Items > Enabled

Required
Set to 'True' to automatically create items in Sage if they don't already exist.

Auto Create Vendors

Required
Set to 'True' to automatically create the vendor in Sage if it doesn't already exist.

Vendor Match Fields

Optional
Select fields to use to try and identify matching vendors that already exist in Sage. This setting will only take effect when a Name is not provided in the input file.

Zynk Settings

See Common Task Settings

Examples

A sample input file is shown below. For more information about the XML format, please refer to Sage 50 CA Purchase Invoice XML.

<?xml version="1.0" encoding="utf-8"?>
<PurchaseOrders>
  <PurchaseOrder>
    <ExternalId>ZYNK-1</ExternalId>
    <PurchaseOrderNumber>ZYNK-1</PurchaseOrderNumber>
    <Vendor>
      <ExternalId>124</ExternalId>
      <Name>Zynk Software</Name>
      <CurrencyCode>CAD</CurrencyCode>
      <Contact>John Smith</Contact>
      <Street1>i6</Street1>
      <Street2>6-8 Charlotte Square</Street2>
      <City>Newcastle</City>
      <Province>Tyne &amp; Wear</Province>
      <PostalCode>NE1 4XF</PostalCode>
      <Country>Great Britain</Country>
      <Phone1>0191 820 1484</Phone1>
      <Phone2>0191 820 1484</Phone2>
      <Fax>0191 820 1484</Fax>
      <Email>[email protected]</Email>
      <Website>www.zynk.com</Website>
    </Vendor>
    <Date>2025-03-31</Date>
    <ShippingDate>2025-04-01</ShippingDate>
    <ItemsStoredAt>Ontario</ItemsStoredAt>
    <JobSite>Askew Shopping Centre</JobSite>
    <Payment>
      <Method>Cheque</Method>
      <Account>10600</Account>
      <ChequeNumber>123456</ChequeNumber>
    </Payment>
    <VendorAddress>
      <Address1>Teresa Green</Address1>
      <Address2>i6</Address2>
      <Address3>6-8 Charlotte Square</Address3>
      <Address4>Newcastle, Tyne &amp; Wear  NE1 4XF</Address4>
      <Address5>Great Britain</Address5>
    </VendorAddress>
    <ShippingAddress>
      <Address1>Zynk Software</Address1>
      <Address2>John Smith</Address2>
      <Address3>i6</Address3>
      <Address4>6-8 Charlotte Square</Address4>
      <Address5>Newcastle, Tyne &amp; Wear  NE1 4XF</Address5>
      <Address6>Great Britain</Address6>
    </ShippingAddress>
    <LineItems>
      <LineItem>
        <ItemNumber>CR-10</ItemNumber>
        <Ordered>2</Ordered>
        <Unit>Each</Unit>
        <Description>Computer Repair - No Warranty</Description>
        <BasePrice>5</BasePrice>
        <DiscountPercentage>0</DiscountPercentage>
        <Price>5</Price>
        <Amount>10</Amount>
        <TaxCode>GP</TaxCode>
        <Account>42200</Account>
        <JobSites>
            <JobSite>
                <Site>Askew Shopping Centre</Site>
                <Percentage>50</Percentage>
            </JobSite>
            <JobSite>
                <Site>Basement Renovation</Site>
                <Amount>5</Amount>
            </JobSite>
        </JobSites>
      </LineItem>
    </LineItems>
    <Freight>
      <Amount>2.00</Amount>
      <TaxCode>GP</TaxCode>
      <Tax1Amount>0.10</Tax1Amount>
      <Tax2Amount>0.14</Tax2Amount>
    </Freight>
    <Terms>
      <DiscountPercentage>2</DiscountPercentage>
      <DiscountDays>30</DiscountDays>
      <NetDays>60</NetDays>
    </Terms>
  </PurchaseOrder>
</PurchaseOrders>